Administrative Assistant to Facilities Services

Qualifications:

Job Overview
Position Summary: This role oversees the complete facilities rental system and database management, encompassing programming operations, contract administration, invoicing, accounts receivable, cash and check processing, insurance verification, client relations, financial management, and fiscal year-end procedures. This position also includes surplus auction responsibilities such as inventory, developing and consolidating Excel spreadsheets, transmitting files to Wisconsin Surplus, and coordinating the scheduling and distribution of auction items to purchasers.

Essential Functions:

Facilities Rental Management

• Manage daily operations, including phone calls, emails, and client interactions
• Process rental requests through a software system, including users, approvals, denials, and permit generation
• Classify clients into appropriate price tiers and assess rental needs
• Coordinate events with building administrators and staff
• Verify custodial and grounds staff availability before approving permits
• Manage and update liability insurance documentation for rental clients
• Provide training and technical support to staff and clients on the rental system

Financial Operations

• Generate and distribute invoices to rental clients in a timely and accurate manner
• Process financial transactions and maintain complete, organized fiscal records including invoices, department budget documentation, and purchasing card activity
• Perform daily reconciliation of account payments and ensure accuracy of posted transactions
• Complete fiscal year-end reporting and reconciliation in accordance with district timelines and procedures
• Adhere to established cash-handling procedures, including collecting payments, issuing receipts, and preparing bank deposits
• Compile and maintain budget information to support the Facilities Services Manager in monitoring departmental expenditures

Auction Coordination

• Maintain and update the inventory of surplus items from district buildings designated for auction
• Develop and consolidate spreadsheets to organize and track surplus items
• Transmit auction files and coordinate submissions with Wisconsin Surplus
• Coordinate scheduling and distribution of auction items to purchasers following completed sales
• Process related auction documentation and financial transactions
• Perform other duties as assigned by the supervisor

Knowledge, Skills, and Abilities:

• Organize work effectively, establish priorities, and manage multiple tasks simultaneously
• Exercise sound, independent judgment and make reasonable decisions with moderate supervision
• Handle confidential information with discretion and professionalism
• Communicate clearly and professionally with staff, clients, and the public in both written and oral formats
• Demonstrate strong public relations and interpersonal skills in all interactions
• Function effectively as a team member while also working independently
• Maintain concentration, attention to detail, and composure under stress and frequent interruptions

Working Conditions: This job is performed primarily indoors, with occasional need to attend meetings outside the building and/or at district schools.

Physical / Mental Requirements:

• Sit or stand for prolonged periods, up to 6 hours per day
• Perform light physical work, including lifting up to 30 pounds without assistance
• Move throughout and between district buildings as needed
• Reach in all directions and bend/stoop to store and retrieve files
• Operate standard office equipment, including computers, keyboards, calculators, fax machines, and printers
• Participate in numerous in-person and telephone conversations throughout the workday
• Perform job duties in an environment where background noise and frequent interruptions are normal
• Maintain concentration, focus, and attention to detail in time-sensitive tasks
• Maintain regular and consistent on-site attendance

Qualifications:

• Education: Equivalent of an Associate Degree.
• Three years of general office experience in customer service, accounting, or related fields is required. Previous work in a school district or educational office setting is strongly preferred, along with experience in data entry and payment processing
• Excellent written and oral communication skills, as well as strong organizational abilities, are essential.
• Proficiency with database software, ledger accounting systems, financial reconciliation processes, and comprehensive expertise in Microsoft Office Suite applications, including Word, Excel, and Teams with Channels.
• Bilingual - Spanish/English Preferred.

Pay: From $23.75 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Education:

• Associate (Required)

Experience:

• general office: 3 years (Required)

Work Location: In person

Salary : $24